Job description

We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

What’s in it for you? Newcastle University is a great place to work, with excellent benefits . We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Newcastle is an inclusive global University community where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.

Salary: £23,144 to £24,285 with progression to £26,396 per annum

Closing Date: 04 January 2023

The Role

Newcastle Health Innovation Partners (NHIP) was designated as an Academic Health Science Centre (AHSC) in April 2020. The AHSC sets a legacy of academic and clinical excellence for the North East and North Cumbria by working collaboratively across partner organisations. The NHIP organisations are:

• Newcastle upon Tyne Hospitals NHS Foundation Trust
• Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust
• Newcastle University
• Academic Health Science Network for the North East and North Cumbria
• Newcastle City Council

We are looking for a highly motivated and enthusiastic individual to join the Newcastle Health Innovation Partners (NHIP) team as Operations Administrator. NHIP is an innovative partnership between key regional organisations working to discover, develop and deliver new solutions in healthcare for patient and citizen benefit. Working on behalf of all partner organisations, you will be based at Newcastle University providing administrative support the core functions that enable the delivery of NHIP.

We are seeking to appoint an individual with demonstrated organisational skills and with excellent interpersonal and communication abilities that allow confident engagement with colleagues across the partnership. You should have good all-round IT skills, be adept at using Microsoft Office (Outlook, Word) and have a keen eye for detail. You should be a team player and also able to use your own initiative to prioritise key takes to ensure deadlines are met. A positive ‘can-do’ attitude and a flexible, helpful approach is essential.

This post is fixed term until 31 March 2025.

For informal enquiries, please contact Amy O’Brien ( Amy.O’Brien@ncl.ac.uk ).

Key Accountabilities

• Support NHIP in the delivery of administrative activity across the partnership
• Responsible for coordinating and supporting designated events, selection panels, committees, sub-committee or working groups, including arranging meeting and room bookings etc., coordinating papers, drafting agendas; taking minutes; maintaining and proactively managing the actions. To represent NHIP at meetings and internal/external events, as appropriate
• Lead the administration of designated NHIP processes, including receiving initial enquiries/requests and application of agreed operating procedures (escalating as appropriate). Taking responsibility for determining the appropriate mode of communication and accuracy of the content when conveying information
• Proactively receive, resolve and respond to enquiries received via the NHIP website and from NHIP partners to ensure that an effective service and clear advice is provided to colleagues and customers. Review information received and disseminate appropriately to colleagues on behalf of the NHIP management team
• Develop, implement and maintain effective office and administrative procedures, systems and solutions to enable cross-partner working and ensure that support is efficient, timely and accurate
• Manage records relating to the functions of NHIP, to include taking responsibility for maintaining database(s) of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered/recorded
• Provide administrative support to the NHIP Management Team as required, including (but not exclusively) in relation to meeting organisation, travel arrangements, support for communications and events, and project administration
• In relation to the procurement of goods and services and/or the making of payments, to request purchase orders, to ensure that the receipt of goods and/or services is confirmed, and assist in the resolution of invoice, coding or expenses queries, to provide an efficient service to colleagues in the office and assist the office in adhering to the University’s Procurement Regulations. To act as expenses proxy
• To assist in co-ordinating recruitment activity in NHIP: advertising, interviewing, appointment processing and paperwork. To assist co-ordination of new People inductions, leaver processes, PDR co-ordination (tracking progress and input data to SAP) and sickness recordings and returns
• Undertake an active role in the health and safety management of the NHIP office, contributing to the maintenance of a safe working environment for colleagues and visitors, and in particular undertaking the role of a Display Screen Equipment (DSE) assessor or Fire Warden
• Contribute to the effective and efficient running of NHIP through a team approach, providing supervision and assistance to colleagues as appropriate
• Any other duties within the scope and general nature of the grade as required by the line manager, including providing flexible support to the wider PAS community where capacity allows

The Person

Knowledge, Skills and Experience

• Working knowledge of relevant systems, equipment, processes and procedures including standard software packages
• Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required
• Familiarity with using initiative and judgement to resolve problems independently
• Familiarity with work priorities and those of colleagues
• Excellent IT skills with proficiency in the use of Microsoft Office products and aptitude for development in and use of core software and data systems (preferably SAP)
• Experience of managing confidential and/or sensitive information with tact and discretion, and a working knowledge of GDPR
• Excellent organisational, interpersonal and communication skills, including the ability to triage queries and issues
• Experience of prioritising workload and handling conflicting priorities
• Experience of working in a diverse team and with senior managers in a large organisation, and preferably across organisations
• Experience of acting as a secretary in meetings, producing agendas, minutes and following up actions
• Where relevant, ability to train/develop and manage other staff

Attributes and Behaviour

• Understands the vision and priorities of NHIP
• People orientated, is approachable and willing to help others and share workloads
• Sees other areas and people as ‘customers’ and follows through on enquiries and requests
• Has a positive ‘can do’ attitude towards continuous process improvement
• Able to manage conflicting priorities
• Works in partnership with others and has excellent communication, interpersonal and collaboration skills
• Demonstrates resilience to the demands of the role and pace of change
• Promotes a culture of mutual respect
• Able to work in a matrix organisational model

Qualifications

• Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or substantial relevant work experience in the unit or a comparable setting

The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University is also a member of the Euraxess initiative supporting researchers in Europe.

Requisition ID: 24812

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